Executive Assistant

Job title:

Executive Assistant

Company

The Salvation Army

Job description

DescriptionThe Executive Assistant is responsible for providing a high level of professional, proficient administrative support to the Executive Director, Executive Team, Leadership, and others as assigned.The individual also provides expertise and support with relation to various Microsoft Office Suite programs and all other hardware and software programs. In accordance with Alberta Occupational Health & Safety standards and regulations. Health and safety is to be held as one of the highest core values at Agapé Hospice. Safety is a shared responsibility of everyone in the organization as it is a key indicator of organizational excellence.KEY RESPONSIBILITIES:A. Administrative1. Provides day to day administrative and clerical support to the Executive Director, Executive and Leadership teams; provides information to DHQ & AHS on behalf of the Executive Director.2. Prepares agendas and minutes and distributes to Executive and Leadership teams and other meetings as required (i.e. Executive Committee, Leadership, Joint Health & Safety Committee, special committees and other ad hoc meetings.)3. Enters information in databases and ensures the accuracy of data.4. Prepares, updates, and formats documents for leadership including but not limited to Agape templates, employee handbook, resident handbook, organization charts.5. Prepares mailing list for the annual newsletter, assists with drafting and formatting. Liaises with printer and ensure timely mailing of newsletter. Distributes electronic newsletter.6. Writes and/or formats letters, emails, memos, and reports. Maintains website.7. Schedules meetings and communicates with staff on behalf of the Executive and Leadership teams.8. Arranges for security access and orders ID cards for all new hires; maintains information on facility keys and assigns where appropriate; ensures that access is disabled upon resignation/termination and keys are returned.9. Sources and orders conferencing equipment, donor wall butterflies, and other items as required.10. Completes other related duties as assigned.B. FINANCIAL1. Processes, codes, and obtains departmental approval of all invoices for payment. * Reviews invoices in Business World on-line accounts payable system for correct coding, obtains necessary departmental approval and sends for final approval for payment.

• Ensure accuracy of invoices with contracted suppliers (e.g., RICOH, Sodexo, Stryker)
• Prepares appropriate documents for deposits, makes bank deposit, and forwards paperwork to Finance for processing.
• Reviews the detailed ledger when requested by department head; ensures corrections or adjustments are sent to Finance.
• Processes deferred revenue for specified donations, added care funding and forwards the necessary documentation to Finance.
• Receives calls from suppliers regarding outstanding invoices; conducts searches to locate the item and, where appropriate, follows up with the supplier with either payment information or to request copies of invoices.
• Submits expense statements and corporate credit card expense statements through Business World Expense Management for approval and processes for payment.
• Participates as required with the development of departmental budget (i.e., verify expenses) to ensure correct values are included.
• Provides requested documentation to Finance and Auditors for annual audit.
• Uses monthly financial statements, completes monthly SAMIS Reports (Finance) for The Salvation Army
• Uses quarterly financial statements, completes Financial Information Reporting Management System (FIRMS) quarterly reports (with assistance from Human Relations re # of hours) for the Alberta Ministry of Health.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:The successful candidate will have completed:

• A post-secondary education in secretarial arts, office or business administration.
• Completion of an Administrative Professional diploma is an asset.
• Minimum five (5) years’ experience in a healthcare-based organization in administrative positions of progressively increasing responsibility.

PREFERRED SKILLS/CAPABILITIES:

• Resilience and flexibility in a complex, rapidly changing environment.
• Excellent organizational communication, problem-solving, interpersonal skills.
• Ability to work independently, under pressure, within short timelines, without compromising quality. Excellent formatting, grammar, and proof-reading skills

The successful candidate, prior to hiring, will be required to provide a Background checkDAYS and HOURS of work:32 hours per week/8 hours/day (M-Th or T-Fri)The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.We thank all applicants, however, only those candidates to be interviewed will be contacted.Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application

Expected salary

Location

Calgary, AB

Job date

Wed, 24 Jul 2024 22:09:21 GMT

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